Preparing Presentation Materials

Please follow these guidelines when composing final presentation materials.

DEADLINE

Electronic files of all powerpoint presentations must be submitted to the conference coordinator by Friday, December 21, 2001. Presentations received by the deadline will be printed and reproduced black and white for handouts (we will not be producing color reproductions), two slides to a page on 8 1/2" x 11" paper and distributed at the conference.

After December 21, 2001, we cannot accept shipments of new or revised presentations, or distribute them to attendees during or after the conference. Presenters who create or revise materials after the deadline will be responsible for printing, reproducing, shipping, and bringing the appropriate number of revised handouts to their sessions. (Contact the conference coordinator to determine the appropriate number prior to the start of the conference.)

CHECKLIST FOR COMPOSING YOUR PRESENTATION

  • Number all slides.
  • Include contact information and any URLs on your final slide.
  • Define each acronym the first time it is used in your presentation.
  • Obtain necessary approvals or clearance from any organizations referenced in your presentation, including your own organization.
  • Develop and present materials that reflect the abstract you submitted.
  • Attendees will choose whether to attend your session based on the abstract, and will expect to hear a presentation on the topic it describes.

Notes on Color

  • Use contrasting colors for your text and background. For dark text, use a light background; for light text, use a dark background. The most readable option is very
    light or white text on a black or dark blue background.
  • Check to make sure that dark backgrounds appear white in printed handouts using the "pure black and white" print option.
  • Make sure that any lines, diagrams, or other illustrations are easily visible against the print option.

Notes on Fonts

  • Use standard fonts; non-standard fonts may not print or display properly. Fonts such as Century Schoolbook, Verdana, Arial, Times New Roman, and Helvetica are common across many platforms, and are good choices.
  • For the sake of legibility, use around 36 point text for titles and 20 point text for body text. Text smaller than around 14 points will be very difficult to read onscreen.

SUBMITTING PRESENTATION MATERIALS

Submit all presentation materials by email to the conference coordinator (iccbss2002@sei.cmu.edu) no later than Friday, December 21, 2001. Please adhere to the following file specifications:

Electronic File Format

It is not necessary to submit a hard copy of your presentation. Presentations and additional materials should be submitted in one of the following formats:

one PowerPoint file (PowerPoint 95 or later version)
OR
two Adobe PDF files: one PDF file showing one slide per page (landscape), and a separate PDF file showing two slides per page (portrait)

File Naming Conventions

Each file name should consist of the following elements in this order:

  1. your initials (indicated by "nnn" below)
  2. a unique numeral (if you are submitting more than one presentation)
  3. an underscore
  4. three letters indicating the type of presentation ("key" for keynotes, "pan" for panels, "pre" for presentations, "tut" for tutorials)
  5. the file extension ".ppt" indicating a powerpoint file

    Follow the examples below:
    nnn_key.ppt (a keynote by nnn)
    nnn_pan.ppt (a panel led by nnn)
    nnn_pre.ppt (a presentation by nnn)
    nnn_tut.ppt (a tutorial presentation by nnn)
    nnn1_pre.ppt, nnn2_pre.ppt (two presentations by nnn)

Graphics and Multimedia

Include all linked graphic files (e.g., photographs, logos, illustrations, charts, and graphs). If you cannot avoid using non-standard Windows fonts, submit them with the presentation.

If you plan to include sound or video in your presentation, notify Dan Bidwa (dbidwa@sei.cmu.edu) by January 3, 2002.

Display Resolution

The laptops supplied for your use will display at 800x600.

BEFORE SUBMITTING YOUR FILES

  1. Open your files on another computer.
  2. Print the entire presentation in the "two slides per page" layout.
  3. Review each page carefully to make sure that you are satisfied with the appearance of the printed version. Pay special attention to the graphics.
  4. Correct any problems you detect.
  5. Run the spell check program.
  6. Note whether you need to use special print settings (e.g., "deselect pure black and white") to get the best printed results.
  7. Provide any special printing instructions to the conference coordinator when submitting your presentation.

Please note that the conference coordinator will not check or update any presentations after they are submitted.

 




ONSITE PRESENTATION FACILITIES

Room Setup "theater style" (i.e., a stage with a podium) small table to the side of the podium holds water and presenter materials tables near the session room door hold presentation handouts

EQUIPMENT

The following standard equipment will be provided for each presentation session:

at the podium-microphone, lavalier microphone, LCD projector, and laptop
computer set to display at 800x600
1 projection screen, 1 overhead projector, and 1 flipchart Audience microphone to amplify attendee questions

Any additional equipment including Internet access must be obtained through the Disney's Coronado Springs Resort at the presenter's expense. If your presentation requires additional equipment, please contact the conference coordinator prior to December 21, 2001.

Overheads - bringing
presentation backup

Presenters are responsible for bringing overheads of their presentation to the meeting room which will serve as a ‘backup’ plan in case we incur equipment trouble.

Dry Run

If you are interested in doing a dry run of your presentation, send email to Dan
Bidwa at dbidwa@sei.cmu.edu by January 3, 2002.

Session Moderators

Session moderators will contact presenters before the conference to discuss time management and facilitation issues. During conference sessions, session moderators will introduce presenters, keep track of time, handle any presenter questions or difficulties, and remind attendees to fill out evaluation forms.

Room Monitors

A room monitor will be present in each session to assist attendees, distribute
handouts, and report any difficulties with the room setup or equipment to
conference staff.

TERMS AND CONDITIONS

Time Management

Allow approximately 5 minutes at the beginning of your presentation for room
monitors to distribute handouts.

Allow sufficient time at the end of your presentation for questions and answers
(Q&A).

Wrapping Up

During Q&A, leave the slide with your contact information and Web address on the projector.

Remind audience members to complete the evaluations. We value their feedback.

PRESENTER REGISTRATION

Presenters are responsible for registration fees, hotel and travel expenses.

Substitute Presenters

If you need to send a substitute to present in your place, contact the conference coordinator (412/268-3007 or bjh@sei.cmu.edu) immediately. We will determine the alternatives.

CANCELLATION

If you are unable to attend the conference, please send a written notice of cancellation to the conference coordinator by January 31, 2002:

ICCBSS Conference Coordinator
Room 2407
Software Engineering Institute
Carnegie Mellon University
Pittsburgh, PA 15213-3890
Phone: 412 / 268-3007
FAX: 412 / 268-5556
E-mail: iccbss2002@sei.cmu.edu

Permission to Reproduce
and Distribute

By submitting a session proposal, submittors grant the SEI permission to
reproduce and distribute materials as hardcopy handouts for presentation sessions.

FOR MORE INFORMATION

For general information about ICCBSS, or for specific information about participating in the conference, contact

ICCBSS Conference Coordinator
Room 2407
Software Engineering Institute
Carnegie Mellon University
Pittsburgh, PA 15213-3890
Phone: 412 / 268-3007
FAX: 412 / 268-5556
E-mail: iccbss2002@sei.cmu.edu





Copyright 2001
by Carnegie Mellon University